DATE: December 18, 2024
TO: Honorable Mayor and City Councilmembers
FROM: Human Resources Department
TITLE: PURCHASE ORDERS FOR THE REPLACEMENT OF CITY COMPUTERS, INCLUDING POLICE VEHICLE COMPUTERS
RECOMMENDATION
title
Staff recommends that the City Council approve a purchase order and change order with Dell Marketing L.P. (Dell), in a total amount of $214,181, for a total not to exceed amount of $313,572 for the scheduled replacement of city computers; appropriate $186,321 from the Information Services Reserve fund; and authorize the Financial Services Director, or designee, to execute the purchase orders.
body
BACKGROUND AND ANALYSIS
The City's Information Technologies (IT) Division is responsible for procuring and deploying the City's computer hardware systems. This hardware includes laptops, desktops and thin clients used by staff, as well as Mobile Computing Terminals (MCTs) used in Police vehicles. Every effort is made to keep these pieces of hardware up to date and running in an efficient and secure manner through preventative maintenance. Once hardware reaches a certain age, usually between the 5 to 8-year mark, IT staff will look to perform a comprehensive replacement of old technology.
Staff have identified 129 workstations (laptops, desktops or thin clients) that should be replaced based on their age. The proposed replacement plan includes all machines purchased in 2019 and prior. This upgrade will ensure that all staff are using hardware that meets the most up to date requirements in terms of security. The IT Division collects reserves through its internal service funds to perform these occasional upgrades.
In addition, on November 1, 2023, the City Council approved a Master Lease Agreement with Enterprise Fleet Management for the transition of Police vehicles from City-owned to leased through the Enterprise Fleet Management program. As part of this item, funding was set aside to cover the replacement of computers as vehicles are transi...
Click here for full text